REQUEST FOR PROPOSALS

ON-CALL SNOW REMOVAL SERVICES

RFP #26-1200-07-913

Proposal Submission Deadline: September 23, 2026 at 3:00 PM

CALAVERAS COUNTY

DEPARTMENT OF PUBLIC WORKS

Micah Martin, Director 891 Mountain Ranch Road

San Andreas, CA 95249

TABLE OF CONTENTS

1. INTRODUCTION

2. BACKGROUND AND PURPOSE

3. PROJECT BACKGROUND AND SCOPE OF WORK

4. SERVICES TO BE PROVIDED BY THE COUNTY

5. PROPOSAL SUBMITTAL INSTRUCTIONS

6. GENERAL TERMS AND CONDITIONS

7. PROPOSAL EVALUATION AND SELECTION OF CONTRACTOR

8. SELECTION PROCESS SCHEDULE

Exhibits:

A – Service Area Mileage Schedule

B – Sample Professional Services Agreement

C – On-Call Snow Removal Services – Cost Proposal Form

D – Levine Act Statement

REQUEST FOR PROPOSALS

On-Call Snow Removal Services

1. INTRODUCTION

This Request for Proposals (RFP) is being issued by the Calaveras County Public Works Department (County) in an effort to obtain the services of qualified contractors to provide on-call snow removal services for County-maintained roads, facilities, and related infrastructure. The County intends to establish a roster of responsive and qualified Contractors to support winter operations and ensure safe public access, roadway mobility, and emergency response during winter storm events.

The selected Contractor(s) shall provide all necessary labor, equipment, materials, supervision, transportation, fuel, incidentals, and other resources necessary to perform snow removal, snow hauling and disposal, ice control, sanding, de-icing, storm response, roadway clearing, and related services as directed by the County.

Work may be authorized on an as-needed, on-call basis through task orders issued under a Professional Services Agreement (PSA). Contractors selected through this RFP may be called upon to respond to routine winter weather events, severe storms, emergency conditions, and extended storm events. The Contractor shall maintain sufficient staffing, equipment, and operational capacity to respond rapidly and safely when requested by the County.

The Contractor shall have the necessary experience, equipment, personnel, and organizational capacity to perform winter roadway operations in mountainous terrain and during adverse weather conditions. The Contractor shall also demonstrate an ability to establish and maintain effective working relationships with County staff, emergency responders, law enforcement agencies, utility providers, and other agencies as necessary to support safe and effective winter operations.

All services shall be completed in strict accordance with applicable Federal, State, and local laws and regulations, the California Manual on Uniform Traffic Control Devices (MUTCD), applicable Calaveras County Codes, County safety policies, the requirements of the Professional Services Agreement, and generally accepted industry standards.

It is the intent of the County to establish a qualified roster of Contractors that can provide snow removal and winter storm response services throughout the County. Issuance of a Professional Services Agreement or inclusion on the County's Contractor roster does not guarantee any minimum amount of work, compensation, or number of task orders. However, the County reserves the right, at its sole discretion, to reject any or all proposals, terminate the RFP process, modify the anticipated scope of services, perform work with County forces, or initiate a new contractor selection process.

2. BACKGROUND AND PURPOSE

Calaveras County maintains an extensive network of public roads throughout mountainous and rural areas of the County, including Arnold, Dorrington, West Point, Wilseyville, Avery, Murphys, and surrounding communities. Severe winter storms may produce substantial accumulations of snow and ice that exceed the available resources of the County. These conditions can adversely affect roadway safety, emergency response, school transportation, public access, and access to County facilities. Contractor assistance may therefore be required to supplement County forces during winter storm events.

3. PROJECT BACKGROUND AND SCOPE OF WORK

The selected Contractor(s) shall be responsible for providing snow removal, roadway clearing, debris hauling, ice control, sanding, de-icing, storm monitoring, emergency response, traffic control, and other related winter services as directed by the County. The Contractor shall be capable of operating during adverse weather conditions, including nighttime operations and extended storm events. The Contractor shall maintain the personnel, equipment, materials, communications, and organizational resources necessary to respond rapidly to County requests and to safely perform assigned work. Emergency response within 1–2 hours may be required.

The work to be completed may include, but is not limited to, the following:

A. Project and Storm Management Contractor shall provide management and coordination of all activities performed under each task order. The Contractor shall coordinate with the Calaveras County Road Superintendent, or his designee, for direction during operations regarding assignments, schedules, staffing, equipment deployment, roadway priorities, storm conditions, and other operational requirements. This coordination shall extend to communication with Snow Dispatch. The Contractor shall:

i. Maintain adequate staffing and equipment to support operations throughout the duration of assigned storm events.

ii. Coordinate daily or periodic briefings, work progress, staffing, equipment availability, route assignments, hazards, and other key operational items with the County.

iii. Provide final documentation and reports regarding each significant storm event or task order as required by the County.

B. Snow Removal and Roadway Operations Contractor shall provide snow removal and roadway clearing services on County-maintained roads and other designated areas as described below. Work shall prioritize emergency routes, school bus routes, and other routes designated by the County.

i. Snow Removal

• Plow County-maintained roads, facility access routes, and areas assigned by the

County.

• Clear shoulders and roadway travel lanes as directed.

• Maintain designated priority travel routes.

• Clear intersections, curves, bridges, steep grades, and other hazard zones.

• Plow and maintain access to County facilities.

• Repeat plowing cycles as necessary during active snowfall.

• Perform shoulder widening and additional roadway clearing following storm events.

• Removing snow piles that obstruct sightlines or create roadway hazards.

• The Contractor shall complete assigned routes within timeframes established by the County and shall adjust operations as necessary based on changing weather and roadway conditions.

ii. Debris Removal, Hauling, and Disposal

The Contractor shall provide debris loading, hauling, and disposal services when required.

Services include:

• Loading and hauling accumulated debris.

• Transporting debris to County-designated disposal or storage sites.

• Clearing pedestrian areas and access routes.

• Clearing debris from areas surrounding County facilities and infrastructure.

iii. Ice Control, Sanding, and Chemical Application

The Contractor shall provide ice control services as directed by the County, including:

• Applying sand or other approved traction materials.

• Applying approved de-icing agents.

• Monitoring roadway conditions for ice formation.

• Treating icy areas and known problem locations.

• Maintaining appropriate application rates.

• Avoiding sanding over accumulated snow unless specifically directed by the

County.

• The Contractor shall maintain records of materials used, application locations, and quantities applied.

C. Storm Monitoring and Route Assessment The Contractor shall conduct pre-storm inspections and monitor roadway and weather conditions throughout assigned operations including but not limited to:

i. Conduct pre-storm route inspections when directed.

ii. Monitor roadway conditions during storm events.

iii. Identify and report icy roadways, unsafe conditions, obstructions, and other hazards.

iv. Identify fallen trees, branches, utility hazards, debris, damaged infrastructure, and other conditions affecting public safety.

v. Communicate roadway conditions and operational needs to Snow Dispatch.

vi. Recommend additional snow removal, sanding, de-icing, or other corrective measures when appropriate.

D. Emergency Response Requirements The Contractor shall maintain the capability to provide rapid emergency response during winter storm events. During Level 2 storm events, the Contractor shall be capable of responding within one (1) to two (2) hours of notification, unless otherwise directed by the County. During storm events, the Contractor shall:

i. Maintain 24-hour, 7-day-a-week readiness when placed on standby.

ii. Rapidly mobilize required equipment and personnel.

iii. Respond to emergency roadway conditions.

iv. Support emergency responder access.

v. Implement temporary safety measures when directed.

vi. Maintain operations during extended storm events as required.

vii. Coordinate emergency operations with Snow Dispatch and applicable emergency response agencies.

E. Traffic Control and Public Safety The Contractor shall perform all work in a manner that protects the traveling public, County personnel, Contractor personnel, and other persons who may be affected by the work. This task includes but is not limited to:

i. Comply with applicable MUTCD requirements.

ii. Provide qualified flaggers when required.

iii. Provide appropriate traffic control devices, signs, cones, barriers, and warning devices.

iv. Equip vehicles and equipment with appropriate safety lighting and warning systems.

v. Maintain safe work zones.

vi. Coordinate with law enforcement agencies and utility providers when necessary.

vii. Take appropriate measures to minimize hazards to motorists, pedestrians, and adjacent property.

F. Equipment and Materials The Contractor shall provide all equipment, tools, materials, fuel, and incidentals necessary to perform the assigned work. All equipment shall be properly maintained, suitable for mountainous winter conditions, and available for deployment within the response times established by the

County. Equipment includes but is not limited to:

i. Snow plow trucks.

ii. Snow blowers.

iii. Motor graders.

iv. Loaders.

v. Sanders.

vi. Snow removal and hauling equipment.

vii. Tire chains and other traction equipment.

viii. Cutting edges and replacement wear components.

ix. Portable equipment for confined or difficult-to-access areas.

x. Adequate fuel and lubricants.

xi. Approved sand and traction materials.

xii. Approved de-icing materials.

G. Operator Qualifications The Contractor shall provide qualified and experienced personnel to perform all assigned services. The Contractor shall ensure that all personnel are properly trained and competent to perform their assigned duties. Operators shall possess, as applicable:

i. Appropriate licenses and certifications.

ii. Experience operating snow removal and roadway maintenance equipment.

iii. Winter roadway operations training.

iv. Hazard recognition and awareness training.

v. Knowledge of safe operation under snow, ice, low-visibility, and mountainous conditions.

vi. Availability to work extended shifts and during nighttime operations.

vii. Required personal protective equipment (PPE).

H. Route Scheduling and Operational Planning The Contractor shall coordinate route assignments and operational planning with the County including but not limited to:

i. Complete assigned routes within specified timeframes.

ii. Repeat plowing cycles during active snowfall.

iii. Perform additional roadway clearing as directed.

iv. Conduct post-storm shoulder widening where required.

v. Prioritize emergency response routes.

vi. Prioritize school bus routes and other routes identified by the County.

vii. Adjust route priorities based on changing storm conditions and County direction.

viii. Maintain sufficient personnel and equipment to meet assigned operational schedules.

I. Reporting, Documentation, and Recordkeeping

i. The Contractor shall maintain accurate and complete records of all work performed under each task order. Documentation shall include, as applicable:

ii. Daily activity logs.

iii. Date and time of service.

iv. Locations and routes serviced.

v. Roadway mileage serviced.

vi. Equipment used.

vii. Operator and staffing information.

viii. Snow removal quantities or activities.

ix. Sand and de-icing material quantities used.

x. Hazard and roadway inspection reports.

xi. Photographs when directed by the County.

xii. Storm event summaries.

xiii. Equipment deployment and standby records.

xiv. Other documentation reasonably requested by the County.

All records shall be sufficiently detailed to allow the County to verify the services performed and quantities invoiced.

J. Communication Requirements The Contractor shall maintain reliable communication with the Calaveras County Road

Superintendent, or his designated representative and with Snow throughout assigned operations.

The Contractor shall:

i. Maintain communication during active storm events.

ii. Provide hourly operational updates during Level 2 storm events, or at such other intervals as directed by the County.

iii. Immediately report roadway hazards and conditions that may affect public safety.

iv. Report equipment failures or staffing shortages that may affect performance.

v. Coordinate with emergency response agencies when required.

vi. Notify the County of conditions requiring additional resources or changes in operational priorities.

K. Legal and Regulatory Compliance

The Contractor shall perform all services in accordance with applicable laws, regulations, codes, ordinances, and County requirements. The Contractor shall comply with:

i. Applicable Calaveras County Codes, including Codes 10.28 and 10.32.

ii. Applicable Federal and State laws and regulations.

iii. MUTCD requirements.

iv. County safety policies and procedures.

v. OSHA regulations.

vi. Applicable environmental requirements.

vii. Requirements of the Professional Services Agreement.

viii. Applicable labor and employment requirements.

ix. Generally accepted industry standards and safe operating practices.

x. County Winter Season Snow and Ice Policy and Procedures

The Contractor shall obtain and maintain all licenses, permits, certifications, and approvals required to perform the services.

L. Additional or Optional Services

At the County's direction, the Contractor may be requested to provide additional winter storm or emergency services necessary to maintain safe public access and emergency response.

Additional services shall be performed only when authorized by the County.

M. Compensation Structure Compensation provided under this Agreement shall be determined by the snow-removal service areas assigned to the Contractor. Each service area is defined by its designated roadway mileage, and payment shall be calculated based on the total mileage maintained within each respective area. The County may establish compensation rates on either a per-area or per-mile basis, and such rates shall be applied in accordance with the mileage values specified in Exhibit

C.

The Contractor shall submit itemized invoices for all snow-removal services performed as specified in Section N, below.

This compensation structure is intended to ensure equitable and measurable payment based on the actual geographic areas serviced and the total roadway mileage maintained by the Contractor.

The County shall not be obligated to issue any minimum amount of work or compensation to any

Contractor selected under this RFP.

Contractor will only be compensated for work pre-authorized by the County and under its direction

N. Payment Requirements

The Contractor shall submit detailed invoices for all services performed. Invoices shall identify, at a minimum, as applicable:

i. Service dates.

ii. Storm event or task order.

iii. Specific service areas plowed.

iv. Roadway mileage serviced.

v. Equipment utilized.

vi. Applicable service rates.

vii. Materials used.

viii. Other authorized charges or services.

Payment shall be issued only following the County’s verification and approval of the work performed. The County shall confirm that the Contractor has completed snow removal operations across the full assigned mileage of each service area. No payment shall be rendered for work that is incomplete, unverified, or otherwise deficient.

The County reserves the right to request supporting documentation necessary to verify any invoice or payment request.

O. ANTICIPATED SCHEDULE

The anticipated schedule for the on-call snow removal services shall be established by the County based upon seasonal weather conditions, operational requirements, funding availability, and the issuance of individual task orders.

The initial contract term shall consist of two (2) years with the option of a 1-year extension.

Contract extension may be offered at the County's discretion based upon Contractor performance, funding availability, and operational needs.

Specific service periods, response requirements, route assignments, and mobilization schedules shall be established by the County through task orders, work authorizations, or other written direction.

4. SERVICES TO BE PROVIDED BY THE COUNTY

i. Provide route maps, priority lists, and snow zone assignments

ii. Notify contractors of service activation

iii. Executed approval and issuance of task authorizations authorizing the work

iv. Provide historical road and facility information

v. Administer PSA and coordinate with contractors

5. PROPOSAL SUBMITTAL INSTRUCTIONS

5.1. Minimum Submittal Requirements: The Proposal shall be limited to specific discussion of and response to the elements outlined in this RFP. The intent of this process is to encourage a response which allows the County to evaluate the respondent’s understanding of the scope of the proposed project and experience/qualifications applicable to providing the services required.

Complete Submittals shall consist of the following six elements:

• Transmittal Letter

• Statement of Qualifications o Resumes of Key Personnel o Three References for Key Personnel o Similar Project Experience of Contractor and Key Personnel

• Technical Proposal o Proposer’s understanding of scope of work o Schedule o Organization Chart o Work Plan

• Cost Proposal (using the supplied form in a separate electronic file)

• Licenses and Certifications

• Levine Act Statement

5.2. Submittal Location:

Proposals must be submitted via the Public Purchase website at:

https://www.publicpurchase.com/gems/calaverasco,ca/buyer/public/home under the

RFP described herein. Proposals will be received only through Public Purchase and must be received by the time indicated. The respondent is solely responsible for delivery of the proposal by the time and date required. No proposal will be received after the date and time indicated or other than through the method stated above.

Cost proposals shall be submitted as a separate document from the proposal and uploaded to Public Purchase separately.

5.3. Submittal Due Date:

Proposals shall be received no later than 3:00 PM on September 23, 2026

5.4. Submittal Requirements:

A successful respondent is one whose response complies with all requirements of the

RFP. Contractors are encouraged to limit proposals to a maximum of 12 single-sided, 8.5” x 11” pages. This quantity of pages includes the transmittal letter, statement of qualifications and technical proposal. Resumes will not be counted toward the page count.

A separate cost proposal shall be submitted as part of the Proposal to Public

Purchase.

5.5. Additional Instructions:

5.5.1. Transmittal Letter: The proposal shall be transmitted with a cover letter describing the respondents’ interest and commitment to the proposed services. The letter shall state that the proposal shall be valid throughout the term of the agreement period and should include the name, title, address, telephone number, and e-mail address of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the Contractor to negotiate an agreement with the County shall sign the transmittal letter. The submission of a proposal by a partnership must be signed with the partnership name by the principal partner, followed by the signature and designation of partner signing.

The submission of a Proposal by a corporation must be signed with the legal name of the corporation by a person legally authorized to bind the corporation in the matter.

The name of each person signing shall be typed or printed below the signature.

5.5.2. Statement of Qualifications: The proposal shall provide the qualifications and experience of both the Contractor and key personnel that will be designated to perform the work. Emphasize the key staff’s specific qualifications and experience from past projects similar to this project. Provide the names, years with the

Contractor, and qualifications of key team members proposed for involvement on the project. Competitive proposals will specifically identify the responsibilities proposed for assignment to each key team member. Once the selection has been made, replacement of the designated key staff will not be permitted without notifying the

County. Provide at least three references (names, addresses, email contact (if available) and current phone numbers) from recent work (previous five years) similar to this project. Include a brief description of the scope of work associated with each reference and the role(s) played by the Contractor’s proposed key staff members.

5.5.3. Technical Proposal: The proposal shall clearly convey the respondent’s understanding of the nature of the work, including technical aspects and regulatory requirements. This section should not only show your understanding of the work and required deliverables, but also the unique qualities that set your company apart. Any recommendations regarding improvements to the work as contemplated in Section

3 above should be emphasized and would be a means of demonstrating your understanding of the project requirements. Focused and concise proposals that provide specific responses to the County's needs will be considered favorably. The following elements shall be discussed in the proposal:

• Technical Approach: Technical proposal shall present detailed approaches conducive to the scope of work. The proposal shall provide the respondent’s proposed approach to provide the requested services and a management plan for providing the requested services. Proposals shall present schedules, showing milestones, deliverable dates, and the duration of each major task. Provide an organization chart that identifies the individuals and anticipated sub-Contractors, if applicable, responsible for major tasks. Particular attention shall be paid to the approaches to the following:

o Meeting regulatory compliance o Providing sufficient management oversight of the Program o Providing systems and techniques for effective quality control o Monitoring roles, responsibility, and actions

• Scope of Work: A detailed scope of work shall be developed and be limited to the professional services necessary for the Project. Scope of work shall be organized into major tasks with summaries of deliverables.

Any recommendations to improve the services described in Section 3 shall be emphasized. Of particular importance are any additional items that the

Contractor deems necessary to deliver the services. Any tasks questionable as to whether required should be labeled as “contingent” or “optional”, executable by County Task Authorization issued to successful proposer.

• Additions or Exceptions: Additional tasks that the respondent may recommend or deem appropriate and/or necessary shall be clearly identified and described.

The proposal shall include a single and separate section with the heading

“ADDITIONS OR EXCEPTIONS TO THE COUNTY’S REQUEST FOR

PROPOSAL,” containing a complete and detailed description of all the exceptions to the provisions and conditions of this Request for Proposals upon which the respondent’s proposal is contingent and is expected to take precedence over this RFP.

1.1.1. Cost Proposal: The cost proposal shall indicate the unit cost of required services as well as an hourly rate sheet. The estimated hours for key staff shall be summarized in general categories as well as separate outside costs.

Cost proposal shall be presented in the following form as follows:

• Supplied Form: Use the form provided as Exhibit C to list unit prices per repair/activity type.

The level of detail shall be sufficient to provide adequate justification of the proposed total cost and provide a stable basis for negotiating a agreement. Any agreement resulting from this solicitation will specify a strict maximum, not-to-exceed agreement limit. The cost proposal shall be included in a separate submittal.

1.1.2. Licenses and Certifications: Contractor shall possess and maintain all necessary licenses, permits, certificates and credentials required by the laws of the

United States, the State of California, County of Calaveras and all other appropriate governmental agencies to provide agreed upon services. Failure to maintain the licenses, permits, certificates, and credentials shall be deemed a breach of this

Agreement and constitutes grounds for the termination of this Agreement by County.

Contractor shall have in effect and shall maintain appropriate licensure during the term of this Agreement, if applicable.

2. GENERAL TERMS AND CONDITIONS

2.1. Limitations: This Request for Proposals does not commit the County to award a PSA, to pay any costs incurred in the preparation of the PSA in response to this request, or to procure or contract for services. County expressly reserves the right to reject any and all proposals or to waive any irregularity or information in any proposals or in the

RFP procedure and to be the sole judge of the responsibility of any proposer and/or services to be rendered. County reserves the right to withdraw this RFP at any time without prior notice. Further, County reserves the right to modify the RFP schedule described herein. The County does not guarantee, either expressly or by implication, that any work or services will be required, or any agreement will be issued as a result of this RFP.

2.2. Award: County reserves the right to designate Contract finalists and reserves the right to ask for oral briefings of their qualifications. Accordingly, each initial proposal shall be submitted on the most favorable terms from a technical viewpoint and highlight the applicable capabilities of the Contractor.

2.3. RFP Addendum: Any changes to the RFP requirements will be made by written addenda issued by the County and shall be considered part of the RFP.

2.4. Verbal Agreement or Conversation: No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of County will affect or modify any terms or obligations of the RFP, or any agreement resulting from this RFP. Any questions regarding this solicitation before the deadline shall be submitted via:

https://www.publicpurchase.com/gems/calaverasco,ca/buyer/public/home

The County reserves the right not to answer inquiries. If the County answers inquiries, the inquiry and response shall be emailed to all Contractors who have not withdrawn their solicitation. Communication of any kind by a Contractor with any County Board of Supervisors member for influencing selection before a agreement is formally awarded will result in automatic disqualification.

2.5. Pre-Contractual Expense: Pre-contractual expenses are defined as expenses incurred by proposers and the selected Contractor in:

• Preparing a proposal in response to this RFP.

• Submitting Proposals to County.

• Negotiations with County on any matter related to the Proposal, and the final

Agreement.

• Other expenses incurred by a Proposer prior to the date of award of any

Agreement.

In any event, County will not be liable for any pre-contractual expenses incurred by any Proposer or the selected Contractor. Contractor shall not include any such expenses as part of the price proposed in response to this solicitation. County shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this solicitation.

2.6. Term of Agreement: It is estimated that the agreement terminates on April 30, 2028.

The term may, with mutual agreement by the Contractor and the County, be extended as best meets the needs of the County. The successful Contractor shall accept all terms of indemnifications and insurance set forth in the sample agreement. All terms of indemnifications and insurance are non-negotiable.

2.7. Conflict of Interest: It is expressly understood that the Contractor named in any agreement entered into with the County is acting as an independent Contractor and not as an agent or employee of the County of Calaveras. Prospective Contractor warrants and covenants that no official or employee of the County or any business entity in which an official of the County has an interest, has been employed or retained to solicit or aid in the procuring of the resulting agreement, nor that any such person will be employed in the performance of such agreement without the immediate divulgence of such fact to the County.

2.8. Ownership of Deliverables: The County will own all products delivered through this

RFP process. In so doing, the County reserves the right to distribute these products within its organization and to the public as it sees fit.

2.9. Signed Submission of Proposals: The submission of proposals must be signed in longhand by the offeror with his/her usual signature. Submission of proposals by partnerships must be signed with the partnership name by the principal partner, followed by the signature and designation of partner signing; submission of proposals by corporations must be signed with the legal name of the corporation and the president, secretary, or other person authorized to bind it in the matter. The name and title of each person signing the Proposal shall be typed or printed below the signature.

2.10. Late Submission of Proposals: Any submission of proposals received after the due date and time specified in this RFP will not be considered. All proposals submitted after submission deadline shall be returned unopened pursuant to Government Code

§ 53068.

2.11. Withdrawal of Submission of Proposals: Any Contractor may withdraw his/her submission of proposals either personally or by written or facsimile request, at any time prior to the time set for the proposal opening, provided that written confirmation of any facsimile withdrawal of the submittal with original signature of the service provider is placed in the mail and postmarked prior to the time set for the opening thereof. Negligence on the part of the Contractor in preparing its submission of proposals confers no right of withdrawal or modification of its submission after such submission has been opened.

2.12. Rejection of Submission of Proposals: The RFP does not commit the County of

Calaveras to award any agreement. The County reserves the right, at its sole discretion, to reject any or all proposals without penalty, to waive irregularities in any proposals or in the RFP procedures, and to be the final judge as to which is the responsible, qualified proposal. Any proposal that contains items not specified or items that are incorrect, that does not completely respond to all the items scheduled or does not respond to items in the manner specified in this RFP, may be considered non-responsive and may be rejected at the sole discretion of the County. Proposals offering less than sixty (60) days for acceptance from the proposed closing date may be considered non-responsive and may be rejected.

Non-acceptance of any proposal will not imply any criticism of the proposal or convey any indication that the proposal was deficient. Non-acceptance of any proposal will mean that another proposal was deemed more advantageous to the County of

Calaveras, or that no proposal was deemed acceptable.

2.13. Right to Negotiate Proposals: The County of Calaveras reserves the right to negotiate any price or any provision, accept any part, or all parts of any and all proposals, whichever is in the best interest of the County and the taxpaying public.

Respondents are encouraged to submit their best prices in their proposal. The County intends to negotiate only with the Contractor(s) whose proposal meets the requirements of the County of Calaveras.

2.14. Standards: The County’s Director of Public Works shall decide all questions, which may arise as to the quality or acceptability of deliverables furnished and work performed by the Contractor.

2.15. Personnel Requirements: The Contractor or Contractor’s personnel shall be capable of performing the types of work described above in Section 3 with minimal instructions.

The Contractor shall designate a single point of contact, the Project Manager, who shall coordinate all project matters with the County’s Director of Public Works. The

Contractor, or Contractor’s authorized representative shall be accessible to the

County’s Director of Public Works or his/her designee at all times during normal

County working hours. In addition to other specified responsibilities, the Project

Manager shall be responsible for all matters related to the Contractor’s personnel, including:

• Reviewing, monitoring, training, and directing the Contractor’s personnel.

• Assigning personnel to complete the required work as specified.

• Ensuring Contractor’s work meets or exceeds regulatory requirements and

County-specified quality of work.

• Administering personnel actions.

No change in the assignment of the individual designated as the Project Manager and other key staff will be permitted during the term of the Agreement without prior written acceptance by the County.

2.16. Equipment Requirements: The Contractor shall have and maintain adequate tools, vehicles, and other equipment and supplies necessary to complete the required work.

2.17. Contractor Agreement: The Contractor agreement shall be the County’s standard

Professional Services Agreement, a sample copy of which is attached as Exhibit B.

The Sample Agreement is for reference only. Except for indemnification, insurance and venue/ dispute resolution clauses, language, other terms and conditions may be negotiated with final terms included in the final agreement based on the types of services involved. Unless indicated otherwise, submission of a proposal indicates that the proposer agrees to the form of the sample of the County Professional Services

Agreement.

2.18. Public Information: Until execution of the agreement with proposed successful

Contractor, all cost proposals remain confidential and are not Public Record. Staff shall make a recommendation for formal award of the agreement with proposed successful

Contractor by the Board of Supervisors at a regularly scheduled public meeting. The

County shall notify all Contractors who have not withdrawn proposals at least 14 days before the public meeting at which time all proposals are Public Record. No Proposals will be returned after the date and time set for opening thereof.

2.19. Protest: Any proposer who wishes to protest Agreement award shall submit justification to the Director of the Calaveras County Department of Public Works. Any protest must be received by the office of the Calaveras County Department of Public

Works no more than 5 calendar days after publication of the notice of intent to award the Professional Services Agreement.

Proposal protests are to be delivered to DPWProjects@calaverascounty.gov or to the following address:

Calaveras County Department of Public Works

Attn: Director of Public Works 891 Mountain Ranch Road

San Andreas, CA 95249 Protests shall be based on evidence that the recommended successful proposer misled or misrepresented themselves to the County with respect to required acknowledgements (worker’s compensation, etc.). Economic considerations shall not be used as a basis for justification for a protest.

The Director of Public Works, or his/her designee, shall respond to the protester

(including all proposers) in writing with the outcome of the evaluation prior to the public meeting at which the agreement is proposed to be awarded. Any aggrieved proposer may bring final appeal to the Board of Supervisors at the regularly scheduled meeting where award is recommended.

2.20. Registration: All Contractors must be registered to do business in the State of

California by the Secretary of State and obtain a Calaveras County Business License.

Failure to have registered agent for service of process on file with the Secretary of

State shall result in automatic disqualification.

3. PROPOSAL EVALUATION AND SELECTION OF CONTRACTOR

A review and selection panel made up of County staff will evaluate the proposals. Contractors may be contacted and asked for further information or clarification, if necessary. Upon receipt of each proposal, staff will perform a technical evaluation. Each of the major sections of the submittal will be reviewed and evaluated with criteria designed to help judge the qualifications of the respondent. Evaluation criteria will include such considerations as:

• Understanding of the background, technical requirements, and timelines of the services to be provided.

• Project understanding regarding the techniques, regulatory requirements, and coordination necessary for this type of work.

• Experience of the Contractor in performing similar work in the recent past or on an ongoing basis.

• Qualifications, education, experience, and references of the key individuals being proposed.

• Reasonableness of cost.

Scoring shall be consistent with the following criteria and weights:

CRITERIA WEIGHT

Understanding of the work to be done 20

Experience with similar kinds of work 20

Quality of staff for work to be done 15

Cost 25

Demonstrated technical ability 20

TOTAL 100

The Director of Public Works or his/her designee may convene a selection committee. The selection committee will be comprised of at least three individuals (other than the Director of Public

Works) who may be staff or agents of the County or other public agencies.

The selection panel will make recommendations to the Director of Public Works, or his/her designee based on the Proposal and supplemental information submitted, and the oral interview, if one is required.

Once the Contractor has been determined, County staff will start agreement negotiations with the proposed successful Contractor. The Director of Public Works shall announce the proposed successful Contractor and negotiated agreement for approval by the Board of Supervisors as set forth in the Selection Process Schedule below.

4. SELECTION PROCESS SCHEDULE

Proposals are due no later than 3:00 PM on September 23, 2026, and shall be submitted through

Public Purchase at: www.publicpurchase.com/gems/calaverasco,ca/buyer/public/home. No submittals will be accepted after the specified deadline. The schedule below in has been established for conducting this Contractor selection process.

TASK APPROXIMATE DATE

Issuance of Request for Proposals September 8, 2026

Deadline for Questions September 16, 2026

Proposals Due September 23, 2026 by 3:00 PM

Final Selection Interviews (Tentative) Week of September 28, 2026

Agreement Approval and Award (Tentative) October 27, 2026

Services to Begin (Tentative) October 28, 2026

The County of Calaveras reserves the right, however, to modify this schedule at any time.

All questions must be submitted prior to the questions deadline date. As stated in Section 6 above, respondents must submit questions with regard to this RFP in writing via email to:

https://www.publicpurchase.com/gems/calaverasco,ca/buyer/public/home

EXHIBIT A

SERVICE AREA MILEAGE SCHEDULE

Calaveras County Department of Public Works

1. Introduction This Exhibit identifies the designated snow-removal service areas assigned to the Contractor under this Agreement and establishes the official roadway mileage used for compensation, service verification, and operational planning.

2. Defined Service Areas* The following service areas are considered high priority and represent the geographic zones the Contractor is responsible for maintaining during snow events. Mileage figures reflect County-verified roadway lengths.

Table A-1: Authorized Service Area Mileage

Area Mileage (miles)

Area M 7.8

Area N 3.5

Area O 7.9

Area P 4.6

Area Q 9.5

Total Mileage 33.3 miles

*Other service areas may be added at the discretion of the County as shown in A.1.1

3. Revisions and Adjustments Mileage or boundary adjustments may be made at the discretion of the County. Any modification will be issued in writing and incorporated into this Exhibit through an Amendment approved by the County Contracting Authority.

4. Compliance The Contractor shall perform snow removal operations consistent with County standards, policies, and directives. All work within the zones listed in Table A-1 shall be subject to inspection and approval prior to payment.

5. Incorporation This Exhibit A is hereby incorporated into and made part of the Calaveras County Snow Removal Services Agreement. All obligations contained herein take effect upon execution of the Agreement.

A.1.1 ARNOLD SNOW AREA MAPS

SNOW PLOW

AREA

B

ROADS

M O R A N

R D

M O R A N

A

M O R A N

R

BO

RO

G

이

ENDR

MRAVISTA

N

287.5 575 1,150 1,725 2.300 Feet

Cav CyDepW 2

C

ROADS

G

NEYCT

LE

N Y

E N

LOGANBERRY EN

M O R A N

RO

RM

OR

AN

R

M

PER MORAN R

BAINT

A N D R E W S

D R

G V A L L E Y

245 490 980 1,470 1.960

CaCy

ROADS

M O R A N R D

VA

LL

EC

IT

O D R

FELX

DOUGLAS DR

MURP HYS DR

ANE DR WEST

PH

EDRE

TAOS CT

INNSBRUK DR

E A B T

AM

GRENOBLE

СТ

DEERWOOD CT

GRENOBLE OR

K

NT MOR

GRAND TETONS DR

GRANOBRAKEN WY

0 337.5 675 1,350 2,025 2,700

N

E

ROADS

DE

AN

C

LA OR

DAWY

N DR

HELEN DR:

MORAN CT

NOLA

D R

M O R A N R O

이 340 680 1,360 2,040 2720 Feet Cav C

F

ROADS

W E W

R D

BRANOY FLAT

D E E R R U N Y

NZA W

ELE

NOR

EY GT

SILHRA PINET

KAY

RUTHLN

CARBON HELL CT

DORADO DR

0 330 660 1,320 1,980 2,640Feet

N

CT

M O R A N R D

Cv Cn

G

ROADS

0 405

F 810 1,620 2,430 3,240

H W Y

GOUNTRY CLLE

PALOMA CT

RAWHDE

K I T C A R S O N

SNOW PLOW

AREA

H

ROADS

0 440 880 1,760 2,640 3,520

Caeves Cnq leceH м

EWOR

STAGG DR

PA

NE

L A K E O R

L A K E M O N T

D R

L A K E M O N O R

M E N O M I N E E

C т

R E S T

L

AN

E C T

CI

RC

LE

C T

ACK DA

MONT OR

MONT DR

H W Y

SNOW PLOW

AREA

ROADS

K N

45 690 1,380 2,070 2,760 Feet

Caly Dejan MA 22005

MEADOWMONT

ROADS G

C K

CAKER

H W Y

V E

T O R

0 345 690 1,380 2,070 2.760

Y HOTEL R

O

SUNRISE POINT ROADS

824 HORSESHOE DR

824A INSPIRATION DR

824B WAGON WHEEL CТ

837 SILVER SADOLE DR

837A BRANDING IRON CT

8378 LOOKOUT CT

837D WRANGLER RD

837E OXBOW СТ

837F SILVER SADOLE CT

838 STAMPEDE CANYON DR

838A CAMP FIRE CT

SNOW PLOW

AREA

K

ROADS

N

SUNRISE POINT SUBDIVISION

875 1,750 3,500

CaCWо

5,250 7,000

HW

Y4

SNOW PLOW

AREA

M

ROADS

200 400 800 1,200 1,600 1Feer

CCPWAHT ELEOS

N

ROADS

N

SOUXTL

H W Y

2N

I OR

OMAGECR

RABOCK СT

H N O O K

W Y

C H О Т А

SOUX TL

NOWATCH CТ

S E R R A

IN

DI

AN

R

OХ

0 335 670 1,340 2,010 2,680

Care Count Deparen PO 2000

Ο

ROADS

SU

MM

IT

LE

VE

LI

BOARD'S CROSSING

E R T

ERRADY

T H O

M GULLION GULCH

A S R O O S T

KAMI

W C T

N

0 500 1,000 2,000 3,000 4,000

C Count y Dejan PU W

P

ROADS HW

Y4

WA DA

A 0 315 630 1.260 1,890 2.520

Feet

UTE

cooW D

O T T A W A D R

O T T A W A

D R

BOARD'S CROSSING

Care Courty Departant

Q

ROADS

N

BOARD'S CROSSING

0 340 680 1,360 2,040 2,720

Care Countily Dejan Tan f P